tristar internship report

INTERNSHIP REPORT

TRI-STAR TRANSPORTATION (PVT) LTD.AGHA ABDUL RAUF

Internship Training Report

TABLE OF CONTENTS

1. EXECUTIVE SUMMARY…………………………………….........3

2. INTRODUCTION…………………………………………………...4

3. IN VEHICLE MONITORING SYSTEM……………………….…..5

4. JOURNEY MANAGEMENT PLAN………………………………..7

5. FLEET MANAGEMENT TRANSACTION SYSTEM………….....9

6. VEHICLE MANAGEMENT………………………………………..12

7. RECOMMENDATIONS……………………………………………13

1 | P a g e P r e p a r e d B y : A g h a A b d u l R a u f


EXECUTIVE SUMMARY

I (Agha Abdul Rauf) undergone a one months Internship training at Tristar Transport (Pvt) Ltd, a subsidiary of Agility Logistics (Pvt) Ltd. This report describes the activities carried during my internship training. It also contains information about the organization, its business and processes. The objective of this report is to reflect upon the experiences collected during the period of internship.

This report is divided into two parts, the first part of the report contains the business processes of the organization, and the second part contains my recommendations for improving the processes

1. Business processes of the organization (i.e. Operations, Maintenance )

2. Recommendations for improving the processes

Tristar’s road Transport management system is based on four pillars viz:

1. Driver Management2. Journey Management3. Vehicle / Fleet Management4. HSE Management

In my report I have exclusively covered the journey management and Vehicle / Fleet Management part



INTRODUCTION

Tristar is an integrated liquid logistics company serving the petroleum and chemical industries. Established in 1998 with headquarters in the UAE, Tristar is an integrated liquid logistics company specializing in petroleum and chemical handling and distribution.

Tristar Pakistan was incorporated and established in May 2008, but formal operations started in June 2009. Today, the company is serving OMCs, Chemical Industry and Oil exploration companies in Pakistan. The products handled are mainly bulk liquids such as the transportation of hydrocarbons, sodium hydro oxide, and condensate oil.

Tristar’s road Transport management system is based on four pillars viz:

5. Driver Management6. Journey Management7. Vehicle / Fleet Management8. HSE Management

In my report I have exclusively covered the journey management and Vehicle / Fleet Management part

Road Transport Management System of Tri-Star Pakistan (PVT) LTD.



2. Journey Management System

Tristar ha a robust journey management system which helps the management to control all aspects related to the journey. It also provides information to management for making decision on the trips and routes.

Following are the salient features of Journey Management

2.1 In Vehicle Monitoring Systems (IVMS)

IVMS is a vehicle tracking system to track the vehicle and do surveillance of the vehicle and collecting data of the field. Tristar Transportation is using C-TRACK tracking system powered by TPL TRACKING SYSTEMS

Features of IVMS

1. Movement Report2. Daily Trip Event3. Trip Log (Manually)4. Daily Usage Report5. Alerts of IVMS system

MOVEMENT REPORT

Movement report is report for daily vehicle status, which shows the vehicle is in transit or in any other operation. This report has some the parameters that show the status of the vehicle.

IN TRANSIT TO BASE (ITB) IN TRANSIT TO CLIENT (ITC) LOADING UNLOADING MAINTENANCE



Daily Trip Event Report

Utilization report is the type of e-trip log report generate from C-TRACK tracking system. This report is use to view the field trip status of the vehicle time by time.

Trip Log (MANUALLY)

Trip log is use to manage the driver’s fleet timing during the trip. This log managed manually by the driver during the trip.

Daily Usage Report

Daily usage report use to maintain the data of the fleet i.e. how much Kilometer had covered, at what speed the vehicle was traveling, at which latitude & altitude the vehicle was stopped.

Alerts of IVMS System

1. Battery Tampering Alert2. Speed Violation3. ID Keys Function 4. Web-Tracking (Live Mapping)

Battery Tampering Alert

Battery tapering alert is one of the service provided by C-TRACK to TRISTAR TRANSPORTAION to alert operator for tapering and operator contact to driver for confirmation.

Speed Violation Alert

As per requirement of the client (SHELL PAKISTAN) the max speed for fleet is 70 Km/h but the limit by TRISTAR TRANSPORTATION is 60Km/h. If driver exceed the speed i.e. 60Km/h the system automatically alert with the red spot that the vehicle is doing speed violation.

ID Keys Function

Id key function is the main function during the trip of the fleet. Every driver has assigned their own ID KEYS which they have to tag an id key to confirm their availability.



Web-Tracking (Live Mapping)

Web tracking provide live mapping of the vehicle in maps which provided by C-TRACK.

Green color status is for Driving that means the vehicle is on board. Blue color status is for Idle that means the vehicle is in stable condition. White color status is for ignition off that means the vehicle is on board but

the ignition is off

2.2 JOURNEY MANAGEMENT PLANNING (JMP)Journey management planning is main part of the operations. Which includes three main phases of the journey:

1. Plan The Journey. 2. Assign The Journey. 3. Close out The Journey.

1. Plan the Journey Plan the journey is the main part of the JMP in which it includes the following parts of the Pre-journey of the fleet.

Pre-trip briefing. Vehicle inspection. Check the documents. Drivers hand book.

Pre-trip Briefing This briefing contain before going to trip in this briefing concern person brief the driver about the journey about first aid during trip and brief about Id key tagging systems and confirm all of these briefing in a check list.

Vehicle Inspection The concern person always checks and maintains the vehicle before departure from base. In inspection the person check the main parts of the vehicle like wheels, vehicle radiator etc……….

Check the Documents The concern person checks the documents of the vehicle and confirms it in the check list.


Internship Training Report Driver Hand Book Driver hand book includes the safety parameters for the driver during the trip which includes code of conduct of the NH & MP about road safety and hazards.

2. Assign the Journey Assign the journey is the second main part of the JMP in this part the concern person brief the driver before depart from the base that what type of measures should be focused during the trip.

Trip Log Safety Briefing

Trip Logs Trip log is use to manage the driver’s fleet timing during the trip. This log managed manually by the driver during the trip.

Safety Briefing Safety briefing is the main part of the entire fleet. The concern person brief about the safety measures if any emergency occur what kind of rapid action should be taken, how should be taken.

3. Close out the Journey Close out the journey is the last part of the JMP where the trip has been finalized which includes the route mapping, PI collections, Update the route mapping.

Route Scheduling Potential Incidents (PI) Collections RHM updated

1. Route Scheduling Before depart of a trip the concern person check the route scheduling which has been given by the operations.

2. Potential Incidents (PI) Collections Potential Incidents are collected by drivers after the trip which drivers observed during the trip.

3. Road Hazardous Mapping (RHM) Road hazardous mapping update by the journey management in this update it covers the hazardous routes during the trip.



3. FLEET MANAGEMENT SYSTEMS (FMTS)

Fleet management system is the core system of TRISTAR TRANSPORTATION. It manages all over the fleet management. Which includes total expenses of the fleet profit & loss report and other which are the parts of the fleet processes?



PROCESSES OF FLEET MANAEGEMENT TRANSACTION SYSTEMS

1. JOB ORDER2. TRUCK WAY BILL3. VEHICLE DEPARTURE4. DELIVERY DETAIL5. TRUCKWAY BILL EXPENSES

JOB ORDER

Job order is an auto generated number by FMTS for trip of a vehicle to maintain a record in a system. (JOB ORDER REMAIN SAME FOR THE VEHICLE WHEN IT DEPART FROM THE BASE UNTIL IT WILL ARRIVE AT THE BASE) Job Order number is the important number for disbursement of trips

TRUCK-WAY BILLTruck way bill is system generated bill number in which all the trip expenses have been saved in a system, from which the user can maintain the record of vehicle departure from the base arrived to consignee.

VEHICLE DEPERTUREVehicle Departure is the part of truck way bill; from this the user can calculate the kilometers & time of the fleet when it departed from the base. Vehicle Departure is also calculated in the empty trip.

DELIVERY DETAILDelivery detail is the second part of the Truck Way Bill which maintains the delivery time & kilometers when the fleet delivers to the consignee.

TRUCK-WAY BILL EXPENSESTruck way bill expenses maintain all the expenses of a trip when it departed from the base and arrive at the base, all the expenses like fuel consumption, toll taxes, driver’s food, driver’s incentives, on-road expenses.


Internship Training ReportREPORTS GENERATED FROM FMTS

1. Shortage Report2. Credit Fuel Report3. Driver’s Idle Days Food Report4. Vehicle Movement Report5. Invoice Statement

SHORTAGE REPORT Shortage report shows the fuel shortage which is loaded for consignee from terminal. The shortage calculated per trip, the limit of shortage per trip is 150KL if the shortage. The report generates the vehicle no, names of drivers available on the vehicle, shortage in liters, shortage amount.

CREDIT FUEL REPORT Credit fuel report shows that how much fuel has been purchase on credit by a fleet in a trip and from which pump has been purchased a fuel. Report generates the following entities

I. Fuel SlipII. Client NameIII. Supplier NameIV. Job Order No.V. Vehicle No.VI. Fuel in Liters

VII. Amount



3.2 VEHICLE MANAGEMENTVehicle management is one of the pillars of organization. This department handles the vehicle maintenance vehicle inspection. The department performs three types of maintenance for vehicles, as per requirement of OEM (Original Equipment Manufacturer)

1. PERIODIC MAINTENANCE2. PREVENTIVE MAINTENANCE3. REACTIVE MAINTENANCE

PERIODIC MAINTENANCE Periodic maintenance occurs in period as per requirement of client which includes performance service, testing of a vehicle, inspection & replacement at specified intervals according to schedule maintenance in OEM manual.

PREVENTIVE MAINTENANCE Preventive maintenance occurs in regular basis in time to time, it is performed in run time basis. This maintenance is pre-planned and scheduled maintenance in OEM manual.

REACTIVE MAINTENANCE Reactive maintenance focuses on restoring the vehicle part to its normal operating condition in emergency phase.

TYPE OF INSPECTION OF A VEHICLE

1. Pre-loading Inspection2. Post-loading Inspection3. Daily Inspection(BY DRIVER)4. Fortnight Inspection(BY VEHICLE MANAGER)

TIRE MANAGEMENT Maintenance module contains tire management system which includes article no. of tire, date of installation & vehicle no on which the tire is installed. By creating work order in tire management system the vehicle maintenance reduce by 17% to 18% of its cost.



RECOMMENDATIONS

By reviewing the business processes of the organization some finding has been discovered which should be included in the processes such as reporting types, operational document and etc.

Recommendation # 1: IVMS & FMTS

IVMS & FMTS generate couple of reports to update their users such as daily utilization report, trip report and etc. In C-Track system there is an option of dashboard reporting, dashboard reports are also called executive reporting system which contain charts and figures to maintain a report.

Figure 1



32%

10%

52%

TaggingRare TaggingNot Tagging

Figure 3

Figure 1 & 2 shows the compliance report of ID Keyes tagging during the trip.

Figure 3 shows the fuel consumption per month with the amount in rupees


Internship Training ReportOperation should also generate fuel consumption report of a vehicle during a trip. Following is the assumed report of fuel consumption

*(THESE CHARTS ARE GENERATED IN SAP LUMIRA & DATA FOR THESE CHARTS HAS BEEN ASSUMED)

Recommendation # 2 VEHICLE MANAGEMENT

Maintenance Module should generate parameterized reports for every single vehicle which has been passed to their maintenance schedule which can be also useful for their client to confirm.

Predictive maintenance methodology should be applicable for vehicle management. Predictive maintenance measure and detect of run time system degradation, it is based on conditional maintenance which can be prevent the fatal failure of vehicle. It will increase the life of equipment and cost saving up to 8% to 10% over preventive maintenance.


Date Vehicle Engine Hours

Idle Duration

Fuel Used (Liters)

Distance (km)

Total Cost/Ltr

21/5/15 JP-9841 00:16:24 01:11:28 2.662 0.30 228.0022/5/15 JP-9841 12:52:09 05:36:53 286.907 537.30 24,596.6523/5/15 JP-9841 03:10:22 04:08:57 63.186 134.90 5,467.5524/5/15 JP-9841 02:52:09 07:48:06 13.551 0.60 1,118.4625/5/15 JP-9841 02:57:36 07:23:41 54.261 108.10 4,644.3526/5/15 JP-9841 09:00:54 09:00:54 14.254 0.00 1,225.59Total 30:08:41 35:09:59 434.821 781.20 37,067.00